Administrative Assistant

Administrative Assistant

Status: In person, front desk | Hourly, nonexempt | 32 - 40 hours per week

Salary: $27 - $30 per hour, commensurate with experience

Attractive Benefits Package

• Paid vacation
• Paid sick leave
• Twelve paid holidays
• 403(b) retirement plan with employer contribution
• Healthcare and dental insurance; FSA and vision plan options

We are seeking a highly organized, detail-oriented, and professional Administrative Assistant to provide key support to our executive team and Board of Directors. The ideal candidate will be proactive, able to thrive in a small team environment, and demonstrate a strong ability to manage tasks with focus, composure, and professionalism. The successful candidate will be comfortable balancing multiple responsibilities and adapting to evolving priorities while maintaining strong communication and support as a member of the team.

Primary Responsibilities

Success in this role depends on maintaining an in-office presence while delivering comprehensive and efficient administrative support in the following areas:

Office Administration

• Provide high-level assistance to the executive staff and Board of Directors.
• Manage correspondence, including drafting, proofreading and responding to emails.
• Schedule meetings, manage office calendars, and prepare materials as needed.
• Perform general office duties such as filing, copying, and scanning.
• Open, process, and distribute mail and general correspondence.
• Answer, screen, and direct phone calls and messages.
• Prepare invoices for payment and assist with finance operations as assigned.
• Support and assist with special projects, fundraising activities, and community events.
• Provide back-up support for gift processing during high volume periods.
• Order and maintain office supplies needed to ensure efficient operations.

Board of Directors Support

• Manage Board communications, schedule meetings, and coordinate logistics for Board and committee meetings.
• Prepare meeting materials for the Board of Directors, committees, and staff.
• Maintain Board and committee calendars, distribution lists, contact information, agendas, meeting minutes, and conflict of interest forms.
• Provide logistical support for additional meetings at the request of the CEO or executive staff.

Education/Qualifications

• 3 - 5 years administrative experience in a small team environment
• Nonprofit experience a plus
• Associate degree or equivalent experience
• Some nights and weekends as needed for events
• Bilingual/Biliterate in Spanish and English a plus

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite, Outlook, and other common software tools
• Skilled in using scheduling software, calendar management tools, and virtual meeting platforms, such as Zoom and MS Teams
• A proactive problem solver with the ability to anticipate needs and take initiative
• Ability to prioritize tasks, meet deadlines, and effectively manage shifting demands
• Excellent project management and organizational skills with emphasis on follow-through and attention to detail
• Strong written and verbal communication skills
• Exceptional interpersonal skills with the ability to work collaboratively with colleagues
• Nonprofit administrative experience and working with Boards of Directors in a small team environment is desirable

Core Competencies and Attributes

• Focused and Organized: Able to manage multiple tasks efficiently without becoming overwhelmed or distracted.
• Composed Under Pressure: Navigates stress with a clear head and thoughtful decision-making.
• Receptive to Feedback: Open to constructive criticism and committed to professional growth and improvement.
• Collaborative Team Player: Enjoys working with others and maintains a focus on completing tasks and fulfilling responsibilities.
• Discreet and Professional: Able to handle sensitive information and communications with integrity and confidentiality.

Overview

Hospice Giving Foundation is an independent foundation, established in 1997, to provide leadership and resources to ensure exceptional end-of-life care is available to all people, across Monterey and San Benito Counties. HG Foundation is the primary funder for end-of-life services and the provider of extensive public education for planning and preparedness, understanding options for care, effective communications, as well as professional continuing education. Our exclusive focus gives our communities a unique and valuable resource. Since 1997, the Foundation has awarded grants totaling more than $31 million.

Job Type: Full-time

Pay: $27.00 - $30.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Do you have experience working in a small team environment?

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Monterey, CA 93940 (Required)

Work Location: In person

Salary : $27 - $30